UWA Profiles and Research Repository - Support and FAQs

If you are identified as an author of a newly added publication record, you will receive an email notifying you that you have been added as an author to that record. The email will be branded The University of Western Australia (Pure) and will be sent from noreply@repository.uwa.edu.au. See example below:

Important: Please do not reply to this email, as it is not monitored. 

To proceed with the next steps after receiving the email notification, follow the steps in the PDF below. These instructions will also describe how you can disclaim the publication record if it does not belong to you.

Respond to email notification [PDF 549KB]

Recent publications that are indexed by Scopus or Web of Science will be imported into the UWA Profiles and Research Repository provided they include the ‘University of Western Australia’ in the byline. The exact time frame will vary, but publications will be imported within the collection year they were published.

Publications that have not yet been imported into the Repository, that are missing the University byline, or are not indexed by Scopus or Web of Science can be added at any time throughout the year in one of the following ways:

Importing publication details from an online source.

If your publication is not indexed by Scopus or Web of Science, or you have not included the 'University of Western Australia' in your byline, you can still import the publication details from these or a number of other online sources. To do this, follow the instructions in the PDF below.

Import publications from online source [PDF 615KB]

Setting up an automated search of your publications from an online source

You can set up an automated search for your publications in various online sources (i.e. Scopus, Web of Science, PubMed, arXiv etc.). Once you have set up the automated search, the UWA Profiles and Research Repository will find publications from the online source for you to import. Follow the instructions in the PDF below on how to set up an automated search of your publications.

Set up automated search for publications [PDF 719KB]

Importing publication details from a file

If you have a list of your publication details stored in a reference software such as an EndNote Library, you can export them into a RIS or BibTex file to upload directly into the UWA Profiles and Research Repository. Follow the instructions in the PDF below on how to import publication details from a file.

Import publication from file [PDF 713KB]

Entering publication details manually

If you are unable to import your publications from an online source or file, you can enter them manually to the UWA Profiles and Research Repository using a blank template by following the instructions in the PDF below.

Add publication using blank template [PDF 637KB]

Your Faculty Librarians can be contacted if you require further assistance on how to add your publications.

Publications become visible in the Repository based on their audit status. All records default to private (non-public) when entered into the Repository. Once a Library staff member begins the audit process and changes the status to approved the record will appear on your profile. This can take up to two weeks depending on how many records are waiting to be approved. If your publication is still not appearing on your profile after two weeks, please contact your Faculty Librarian.

To add a creative work to the UWA Profiles and Research Repository, use a blank template to manually create a record. You can do this by following our instructions on how to add a publication using a blank template.

Please consult the Faculty of Arts, Business, Law & Education (FABLE) Checklist for adding creative works into the UWA Profiles and Research Repository. Ensure you include all verification materials required for audit.

For assistance with adding creative works, contact the FABLE Librarians.

If you find publications in the UWA Profiles and Research Repository that are not on your profile, you can 'claim' them by following the instructions in the PDF below.

Claiming publications [PDF 660KB]

You can only enter a publication on behalf of a colleague if you are a co-author on the publication. The UWA Profiles and Research Repository will not allow you to Save a record unless you have been added as an Author to the publication record.

Yes.

Your non-UWA affiliated publications should still be added to the UWA Profiles and Research Repository, as they may be eligible for the Excellence in Research for Australia (ERA) submission and for internal reporting. They will also appear on your profile in the UWA Profiles and Research Repository. Please contact your Faculty Librarians if you require assistance.

For advice specific to your faculty, consult the faculty checklists below or contact your Faculty Librarian.

• Faculty of Arts, Business, Law & Education [PDF 296KB]

• Faculty of Engineering and Mathematical Sciences [PDF 266KB]

• Faculty of Health and Medical Sciences [PDF 265KB]

• Faculty of Science [PDF 264KB]

You can also consult the UWA Publications Manual, which outlines the requirements for the collection of research publications.

Once you have submitted your thesis to the Graduate Research School, you should allow 3-6 weeks for your thesis to become available in the UWA Profiles and Research Repository.

If you have a digital copy of your thesis it can be submitted to the UWA Profiles and Research Repository along with the completed and signed Authority to include a thesis to UWA Research Repository form.

If you do not have a digital copy of your thesis, please contact help-repository@uwa.edu.au  to discuss options for making your thesis available.

To comply with the University Policy, the UWA Profiles and Research Repository archives only theses/dissertations for courses that have a research component of 66% or higher. If your course does not satisfy this requirement, your thesis will not be included in the UWA Profiles and Research Repository.

The UWA Profiles and Research Repository does not collect non-UWA theses, however if you wish to include your thesis in the UWA Profiles and Research Repository, you can manually add it using the ‘Non-UWA Thesis’ template in the Research Output content type.

To extend the restricted access to your thesis in the UWA Profiles and Research Repository you will need to submit an Application for Restricted Access to the Graduate Research School. Once it is approved, we will extend the embargo on your thesis for the approved period of time.

UWA authors are responsible for depositing copies of their Author Accepted Manuscripts (AAM) in accordance with the UWA Code of Conduct for the Responsible Practice of Research. This not only allows your research to be made freely available to anyone with an internet connection, but also takes your research to a wider audience, making it easier for other researchers to find and cite your work. Making your publication open access also enables you to comply with funder requirements, particularly if your publication arose from an ARC or NHMRC supported research.

Find out how you can add your AAM to a publication record in the UWA Profiles and Research Repository by watching this short video:

Alternatively, you can add a copy of an AAM to a publication record by following the instructions in the PDF below.

Upload copy of AAM [PDF 670KB]

The full-text version of a publication that can be made available in the UWA Profiles and Research Repository depends on the publisher's policies.

In most cases, the publisher permits the Author's Accepted Manuscript (AAM) version to be made Open Access. This is the version authors need to provide to the UWA Profiles and Research Repository.

The diagram below shows the different versions of a publication produced during the publication process:

'Which version to upload' image courtesy of Digital Services, University of Cambridge used under CC BY-SA 4.0.

In a few situations, the publisher permits the final, published version to be made available.

On the Copyright and publishing website, there is related text about wording authors can use to request inclusion of an addendum to their publisher contract (in the first place) to ensure it allows self-archiving of the AAM. The suggested wording for this is:

“The author has the right to publically archive their revised, peer reviewed personal version of their paper in their institutional repository, provided a link to the version on the publisher website is included.”

The pre-print (draft prior to peer-review) is not accepted by the UWA Profiles and Research Repository. Pre-prints do not meet the requirements of the ARC and NHMRC Open Access policies.

The SHERPA/RoMEO database contains journal and publisher policies on making publications available in a repository.

The Author's Accepted Manuscript (AAM) is also known as the post-print. The AAM is:

• the version after peer-review and incorporating any suggested revisions

• the final draft version that is accepted for publication, including edits resulting from the peer-review process

• NOT the proof or the final published version that has undergone copyediting, typesetting and branding

It is important that you save the AAM version during the publication process. The image below compares a typical AAM with the published version of the same journal article:

To add funder and grant details to a publication record, follow the instructions in the PDF below:

Add funder and grant information [PDF 617KB]

To comply with the ARC and NHMRC Open Access policy, UWA researchers are required to deposit their research publications into the UWA Profiles and Research Repository. Please see the Funding mandates page in the Open Access Toolkit for further details.

Funding information about ARC and NHMRC publications are identified in Web of Science (or on the publication itself). To ensure your publications are identified:

• Include a UWA byline, grant ID and funding body acknowledgement in your publications
• As soon as your manuscript is accepted for publication, send an e-mail including the grant ID, and a copy of the Accepted Manuscript to help-repository@uwa.edu.au

Profiles in the UWA Profiles and Research Repository are the sole, authorised public profiles for UWA staff. They enable access to comprehensive and up to date information about research, teaching activities, professional expertise and outputs.

A profile has been established for all UWA research and teaching staff. Any UWA academic or professional staff member who does not have a profile in the UWA Profiles and Research Repository can request one by emailing help-repository@uwa.edu.au. 

Current Higher Degree by Research (HDR) students can request a profile in the UWA Profiles and Research Repository. They will be required to activate and link an ORCID iD to the Repository before their profile will be made visible. Profiles will be disabled once a student completes their course or leaves the University. HDR students can request a profile by emailing help-repository@uwa.edu.au.

A photo is essential to ensure the professional look of your profile. Profile photos look best when they:

• Are from the waist up
• Show a 3/4 profile
• Have a simple background
• Limit shadows and direct sunlight

The UWA Profiles and Research Repository accepts files in JPG, PNG and GIF formats, with a maximum of 1024kb. You may like to consider engaging a photographer to take one of you. If you had a profile photo in the UWA Staff Profile in the Contact Directory, this will have been transferred to the UWA Profiles and Research Repository. You can edit this if you wish.

To add a photo to your profile, follow the instructions in the PDF below.  

Add a photo to your profile [PDF 575KB]

A number of fields within your profile in the UWA Profiles and Research Repository are automatically entered from the UWA HR system, Alesco and from the UWA Contact Directory.

These appear in your top level introduction on your publication staff profile:

You can see which fields are synchronised with other systems as they appear with a circular arrow beside the edit option within the field type:

In order to update any of these fields, you will need to contact the appropriate section of the University:

Higher Degree by Research (HDR) students need to contact the Student Administration (this can be done in person at the Student Central Building), or submit an askUWA request if they need to make changes to their title or to their name (supporting documents should be provided). After the PhD completion the titles will be automatically updated to 'DR' in the Student Management System.

Your Overview tab within your public profile allows you to present a range of information about yourself under a broad Personal profile heading.

• The left side of the profile contains free-text content arranged under a series of headings that you can select from to describe your research, teaching and professional background.
• The right side of the profile displays your education and qualifications, positions outside of the University and your areas of expertise.

To update your biography, research, teaching and professional background, follow the instructions in the PDF below.

Update your Personal Profile section [PDF 731KB]

To update your education, qualifications and positions outside the University, follow the instructions in the PDF below.

Add your education and qualifications [PDF 695KB]

Don't forget, when writing a biography, remember to consider the following:

• Job titles are great but remember not everyone is going to know what they mean. Where you give a position title, it's useful to qualify it with a brief explanation of the role. 
• Avoid writing lists of accomplishments or previous jobs - that is more the realm of a resume.
• Remember to try and keep things conversational.
• Avoid acronyms, unless they are very well known such as ABC, HBF, CNN etc.
• Keep an eye on length. Less can often be more!
• Foremost, consider your audience - who is reading this and what do they need to know?

You can add current UWA Teaching units to your profile. They will display under the Units tab on your public-facing profile.

It is recommended that you update your profile each Semester to remove units that are no longer running.

To add UWA Teaching units to your profile, follow the instructions in the PDF below.

Adding your teaching units [PDF 267KB]

The UWA Profiles and Research Repository allows you to add a number of social media or personal links to your profile. To add these links, follow the instructions in the PDF below.

Linking social media and other profiles [PDF 675KB]

The UWA Profiles and Research Repository uses a Fingerprint tool to create a weighted index of terms to describe your areas of expertise. It is based on information contained in your profile, including the titles and abstracts of your publications. These terms form a Fingerprint which highlights your subject interests.

If you have any publications in the UWA Profiles and Repository, by default these terms will be visible on your public profile under the Fingerprint tab.

The Fingerprint can be amended or removed entirely.

To add terms to your Fingerprint, follow the instructions in the PDF below.

Add terms to your Fingerprint [PDF 636KB]

To remove terms from your Fingerprint, or to turn off the entire Fingerprint feature, follow the instructions in the PDF below.

Remove or turn off Fingerprint [PDF 659KB]

By adding Industry and Research Expertise keywords to your profile, you can ensure that your research interests are meaningfully described and discoverable. These keywords will appear under the keywords section of your public profile and will be searchable using the free-text search option on the UWA Profiles and Research Repository homepage.

Industry keywords

To assist with the identification of academic staff for specific industry audiences, the University’s Business Development and Innovation (BDI) team has developed a list of Industry keywords for use on profiles. You can select appropriate industry keywords from the list provided or seek guidance from the BDI team members in your Faculty. To add industry keywords to your profile, follow the instructions in the PDF below.

Add industry keywords [PDF 677KB]

Research Expertise Keywords

Choose your own keywords to describe your expertise. To add Research Expertise keywords to your profile, follow the instructions in the PDF below.

Add research expertise keywords [PDF 674KB]

Fingerprint terms

Using a Fingerprint tool, the UWA Profiles and Research Repository automatically generates keywords for any staff member who has publications or prizes in the Repository, or who describes their research in the Research field of their profile. Follow the FAQ on fingerprinting to check that the terms on the Fingerprint tab of your profile accurately reflect your research interests. You may omit terms or turn the Fingerprint off if it does not work for you.

Engagement/Activities, Prizes/Awards, and Press/Media are all content types you can add to your public profile. Each content type will appear as a separate tab in your profile. You can create links from these records to other related information in your profile, such as an award or related research output.

To add engagement/activities, prizes/awards or press/media to your profile, follow the instructions in the PDF below. 

Adding engagement/activities, prizes/awards or press/media [PDF 655KB]

Please contact the Research Impact Office (ri-ore@uwa.edu.au) for advice on what types of information should be included in an impact record.

Staff titles are synchronised from the UWA HR system, Alesco. Higher Degree by Research (HDR) students' titles are synchronised from studentConnect.

You can also add additional titles and academic degrees (including post-nominals). These will display under your name on your public profile.

To add additional titles and academic degrees, follow the instructions in the PDF below.

Add title or academic degree (PDF 272KB)

The UWA Profiles and Research Repository displays metrics and a collaboration map for any of your publications listed in the Scopus database that are included in your profile.

The metrics displayed are:

• Citations – the total number of citations for your publications in the Scopus database
• H-index – Based on the citations received for your UWA Research publications in Scopus. This may be different from your h-index within Scopus which may include additional publications.
• Publication and Grants bar graph – a count of how many research outputs and grants are included in your profile in the UWA Profiles and Research Repository by year. Note: It is not possible to switch off the display of this graph from your public profile.

A collaboration map using co-authorship data from Scopus is also displayed.

Citations, H-index and the collaboration map may be turned off if they are not appropriate for your profile using the instructions below.

Switch off the display of metrics [PDF 299KB]

UWA Profiles and Research Repository calculates your h-index by retrieving citation counts from Scopus for the publications added to your profile.

If you notice a difference in the h-index between systems this is because although there is a large overlap in their coverage, Scopus, Web of Science and Google Scholar have some variation in the journals they index.

If there is a discrepancy between your h-index on your Profile and your h-index on Scopus, it is likely that not all your publications have been added to the UWA Profiles and Research Repository. Follow our instructions to add any missing publications. The UWA Profiles and Research Repository will then re-calculate your h-index. This will be updated on your profile after every weekend.

If you do not wish for citation counts and the h-index to be displayed on your profile, they can be switched off by following our FAQ instructions.

For additional information about the h-index please visit the Library’s Citations, Altmetrics and Researcher Profiles guide.

Grants that are administered by UWA, and therefore recorded in ROAP are pulled across automatically into the UWA Profiles and Research Repository, and will display on staff profiles. Staff can now choose to enter externally funded grants into ROAP and these will be automatically pulled across into the Repository. This information cannot be edited and is updated from ROAP nightly.

Grants which are not synchronised from ROAP, including student grants can be described in the Funding overview section found in the Overview tab of your public profile. Visit our FAQ for instructions on how to edit this area of your profile.

Data displayed in the Grants tab of your profile come from ROAP, and will need to be amended by contacting the Research Grants Office: reporting-research@uwa.edu.au. If the data displayed in the Funding Overview section of your profile is incorrect, you can login to your profile and update the information.

ORCID® provides researchers with a globally unique iD that can be used throughout their scholarly career. In an international research environment, your ORCID distinguishes your research output from all other researchers to ensure consistent, reliable attribution of your work and accurate measurement of your research impact.

You should register for an ORCID iD to get a unique, persistent identifier and a profile page which can include your list of publications.

Quoting your iD when publishing a paper, releasing a dataset or applying for funding will:

• Eliminate name ambiguities, ensuring all your research outputs are linked to your name and name variations.
• Allow the UWA Profiles and Research Repository to find and match your research outputs more efficiently, saving you time.

ORCID® iDs are increasingly being required by:

• Journal publishers
• Funding bodies and
• University repositories

The UWA Code of Conduct for the Responsible Practice of Research requires authors to include their ORCID® in publications and to ensure that their ORCID iD is linked to their profile in the UWA Profiles and Research Repository.

Note: ORCID does not track citations and your ORCID profile will not include citation counts.

First, check whether you already have an ORCID® iD before you register for one to avoid creating a duplicate profile. Try searching for your name on the ORCID Website. If your name appears, try logging in using your current or previous email addresses. You may need to use the Forgotten password option.

To create a new ORCID® iD, you can register for one through your profiles in the UWA Profiles and Research Repository. The two profiles will automatically be linked and new publications will be exported to your ORCID® record when they are added to the Repository. Registration for an ORCID® iD is free. Follow the instructions in the PDF below on how you can create an ORCID® iD.

Create an ORCID iD [PDF 434KB]

Linking your ORCID® iD to your UWA Profiles and Research Repository profile will:

• Automatically update your ORCID® record when new outputs are added to the Repository.
• Add an official UWA affiliation to your ORCID® record.
• Enable Higher Degree by Research (HDR) students to have a visible profile in the Repository (registering your ORCID® iD is a mandatory requirement for HDR student profiles).

If you already have an ORCID® iD, follow the instructions in the PDF below on how you can connect your ORCID® iD to your profile in the UWA Profiles and Research Repository.

Connect an existing ORCID iD [PDF 429KB]

Alternatively, you can watch the short video below. 

To avoid duplication of publication records in your ORCID® record it is recommended that you make the UWA Profiles and Research Repository the single source of your publication information. If you have current non-UWA affiliations or existing duplicate publications, guidance is available in the PDF below.

Reduce publication duplication in ORCID (PDF 1141KB)

Note: Publications that are listed in your ORCID® profile won’t be transferred to your profile in the UWA Profiles and Research Repository.

• Associate your ORCID® iD with all your name variations to ensure all of your research work is attributed to you.
• Link your ORCID® iD to your profile in the UWA Profiles and Research Repository. This is a UWA requirement.
• Connect your ORCID® iD with other identifiers such as Researcher ID and Scopus Author ID to make it easier for others to find your research output
• Quote your ORCID® iD when submitting a manuscript. This is a UWA requirement.
• Include your ORCID® iD in funding submissions and grant applications. ARC and NHMRC encourage all researchers applying for funding to cite their ORCID®.
• Put your ORCID® iD on your webpage, CV, email signature, conference presentations and in social media.
• You can also link multiple institutional or other accounts to your ORCID® account. Once linked, any of these may be used to access your ORCID® record. To link multiple accounts, repeat the linking procedure for each additional account. You can view the accounts that you have linked to your ORCID® record in your ORCID® account settings.
• Build a complete picture of your research activities in your ORCID profile by adding information including grants, datasets, peer review activities, websites, and links to other person identifiers. Follow the instructions in the PDF below to efficiently add other information to your ORCID profile.

      Add other information to your ORCID profile (PDF 411KB)

UWA staff and Higher Degree by Research (HDR) students can login and upload their research datasets to the UWA Profiles and Research Repository directly.

You must agree to the Terms of Agreement which will appear as a pop-up when you attempt to create a new dataset in the UWA Profiles and Research Repository.

A submission guide is available here.

The University Policy on: Code of Conduct for the Responsible Practice of Research states that:

Research Data means facts, observations or experiences on which an argument, theory or test is based and could be retested. Data may be numerical, descriptive or visual. Data may be raw or analysed, experimental or observational. Data may include but are not limited to: laboratory notebooks; field notebooks; primary research data (including research data in hardcopy or in computer readable form); questionnaires; audiotapes; videotapes; models; photographs; films; test responses. Provenance information about the data might also be included: the how, when, where it was collected and with what (for example, instrument). The software code used to generate, annotate or analyse the data may also be included.

The UWA Profiles and Research Repository can publish your research datasets making them publicly discoverable and reusable.

By publishing/sharing datasets or descriptions of datasets, you will benefit from:

• Expansion to the scale and impact of research: Research data can be cited by other researchers which can amplify your research impact.
• Increased collaboration and reduced duplication: Your research datasets become more discoverable thus making other researchers aware of your research.
• Research integrity: The validity of research results can be substantiated.
• Future applications: Research data preservation allows for the application of developing analytical technologies within a field of research.

The repository is a data sharing platform. It is not a storage solution for your data. For further information on data storage options, please visit the Research Data Management Toolkit and the Institutional Research Data Store (IRDS).

UWA staff and Higher Degree Research (HDR) students can login and upload their research datasets to the UWA Profiles and Research Repository directly.

A submission guide is available here.

The following steps outline dataset submission:

1. Login to the UWA Profiles and Research Repository
2. Click on the + icon next Datasets from the left side of the menu
3. Accept the Terms of Agreement by checking the box in the pop-up
4. Edit the metadata and upload files
5. To continue working on your dataset submission form (i.e. to create a draft)
• Set Status (at the bottom of the form) to Entry in progress.
6. To publish your dataset
• Set Status (at the bottom of the form) to For Validation.

The library will mint a DOI, validate and publish your dataset in the UWA Profiles and Research Repository Portal.

Your metadata will also be harvested into Research Data Australia.

You will not be able to edit or delete your dataset once published unless there are minor spelling errors in the metadata description.

A copy of the Terms of Agreement are here.

As part of the workflow process a DOI will be minted for your dataset once you have submitted the dataset record for approval.

Once you have a DOI assigned to your dataset record and the record is made public, you can no longer delete or edit the record. You can however create a new dataset record and describe it as a different version to the previous dataset. You can also link the two records within the dataset submission form.

A submission guide is available here.

A copy of the Terms of Agreement are here.

You can deposit any data in the UWA Profiles and Research Repository as long as you have permissions and the data does not have any ethical or legal constraints.

The UWA Profiles and Research Repository accepts the upload of most common file formats including:

• presentations (such as PowerPoint and PDF)
• images (including JPG and PNG)
• video files
• audio files
• Excel spreadsheets
• CSV files
• Word documents
• PDF files
• code

For more information or if you have any queries, please email Research Publication and Data Services.

The UWA Profiles and Research Repository will accept individual files up to 2GB. For larger files contact Research Publication and Data Services.

You can edit a draft submission form at any time. If you would like to work on this submission form (i.e. to create a draft):

• Set Status (at the bottom of the form) to Entry in progress.

You will not be able to edit or delete your dataset once published unless there are minor spelling errors in the metadata description. To make minor edits, please contact Research Publication and Data Services (RPDS).

New versions of your dataset can be uploaded as a separate dataset records which can then be linked to previous versions within the repository.

A copy of the Terms of Agreement are here.

You can delete a draft submission form at any time. If you would like to work on this submission form (i.e. to create a draft)

1. Set Status (at the bottom of the form) to Entry in progress.
2. To delete a draft record, click on the red X at the bottom of the submission form.

You will not be able to delete your dataset once published.

Items may be removed from UWA Profiles and Research Repository.

Acceptable reasons for withdrawal include:

• Proven copyright violation or plagiarism;
• Legal requirements and proven violations;
• National Security; and/or
• Falsified research

New versions of your dataset can be uploaded as a separate dataset records which can then be linked to previous versions within the repository.

A copy of the Terms of Agreement are here.

All research data metadata is harvested into Research Data Australia on a weekly basis.

A copy of the Terms of Agreement are here.

You can change the order of the appearance of the dataset files within the submission form. Once all the files are uploaded, they can be moved up or down within the file list by clicking on the up/down arrows next to the file name in the submission form.

To publish your dataset:

• Set Status (at the bottom of the form) to For Validation.

You will not be able to edit or delete your dataset once published unless there are minor spelling errors in the metadata description.

For further assistance see the Submission Guide for Researchers for help with adding research datasets to the UWA Profiles and Research Repository.

A copy of the Terms of Agreement are here.

You can instantly assign a license to a dataset file during the upload process.

Creative Commons licenses can provide further assistance on selecting an appropriate license.

You must agree to the Terms of Agreement which will appear as a pop-up when you attempt to create a new dataset in the UWA Profiles and Research Repository.

A copy of the Terms of Agreement are here.

If you have used equipment from the Centre for Microscopy, Characterisation and Analysis (CMCA) in your research, you can now link your publications, research datasets, grants and CMCA equipment in the UWA Profiles and Research Repository. This will help enhance your Researcher Profile to potential collaborators. Follow these instructions to relate your publications/datasets with CMCA equipment. Any requests to add new equipment records should be forwarded to help-repository@uwa.edu.au.